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Administrative Business Service Center

ABSC End-User Instructions

End-User Instructions

This document is designed to provide general end-user instructions for the services that are provided by the Administrative Business Service Center.

People

New hire - staff
New hire - temporary staff
Off-cycle base salary increases
Classification changes
Job-related changes
Distribution changes
Additional pay
Overtime vouchers
Leave of absence

Purchasing

Requisition
Check request
PurCard reallocations
Internal purchases

Finance & Reporting

Budget transfer
ACTUALS ledger journal
Budgeting
Monthly financial reporting
Quarterly financial reporting
Ad-Hoc financial reporting
Ad-hoc human resources reporting
Chartstrings

Reimbursements

Travel and cash advances
Expense reports

Finance & Reporting

The Administrative Business Service Center (ABSC) will handle reporting the following:

Budget Transfer

  • Department/Unit will submit an email to AdminBSC@uvm.edu requesting the transfer of funds including documentation of fiscal authority to move funds. The ABSC will review request submitted.  If the transfer involves centrally managed funds (Base funds 100, or for funds 108, 200, 300, 310, 320, and 900), the ABSC will work with the appropriate central office to complete the request. For other funds, the ABSC will complete the transfer and notify Department/Unit when processed. 
  • If the determination by the ABSC is that the UVM procedure for moving the money is to transfer the expense via an ACTUALS ledger journal, it will take the necessary steps to complete the transaction in that manner.
  • The ABSC will store the scanned copies of any backup in the appropriate S: folder.
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ACTUALS Ledger Journal

  • Department/Unit will submit an email to AdminBSC@uvm.edu requesting the transfer of revenue, expense, and/or transactions (correcting journal) including documentation of fiscal authority to move the transactions.  Note: Correcting journal may be initiated by the ABSC, in which case there is no need to submit an email.
  • The ABSC will create the necessary journal entry to move actuals as noted.
  • The ABSC will notify Department/Unit once journal has been completed. 
  • If the determination by the ABSC is that the procedure for the movement of the funds should be handled via a budget transfer, it will take the necessary steps to complete the transaction in that manner.
  • The ABSC will store the scanned copies of any backup in the appropriate S: folder.
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Budgeting  

In addition to the monthly and quarterly meetings that are discussed above, the ABSC Admin Analyst Planner and Team Lead will attend Department, Director, or Unit Head meetings where annual budget planning is discussed.  
  • The forecasting, which has been reviewed each quarter during the fiscal year, will be used in informing the budget-building process for the upcoming fiscal year. 
  • The ABSC will build the upcoming fiscal year budget for Fund 100 and Fund 150.  Additionally, the ABSC will enter the information into EPM (PeopleSoft Budgeting System).
  • The ABSC will enter the upcoming fiscal year salary distributions, for all funds, as part of the annual EPM budget cycle.
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Monthly (Initiated by the ABSC)

One week before the calendar month end the ABSC Business Support Generalist will run Close Out report and finalize transactions outstanding prior to the given upcoming month end close.  This includes a review to verify the following:
  • All journals (including Purcard reallocations) for the month end have been submitted for approval and posting.
  • Ensure all applicable cash advances, travel authorizations, and expense reports are complete.
  • Verify all purchase requisitions have a valid budget checking status, and request the closeout of any completed purchase orders. 
  • If there are any budget checking errors remaining, research the issue and resolve if possible prior to month end.
After an accounting period is closed the following will occur by the 15th of the following month:
  • The ABSC Admin Analyst Planner will run the Monthly Operating Report and Monthly Project Report.
  • The ABSC Admin Analyst Planner will prepare the monthly analysis (using the same format as the quarterly model), which will be placed in the applicable shared drive (S:\) for the Department/Director to access.
The ABSC Admin Analyst Planner will meet monthly with the Department/Director to cover the following:  
  • Review the results for the month.
  • Plan for upcoming activities in order to take a proactive approach to fiscal activities as well as prepare for year end results, and discuss any other issues that may arise. 
  • Adjustments to budgets will be made as necessary.
Additionally, the ABSC will be available to have conversations with the Department/Director as needed.

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Quarterly (Initiated by the ABSC)

The ABSC Team will meet quarterly with the Unit Head. Prior to meeting with the Unit Head the ABSC Team Lead, working with the Admin Analyst Planner, will use information gathered from the monthly operating reports and monthly meetings with the Department/Director to prepare the Quarterly Reporting Model. The completed model will be placed in the applicable shared drive (S:\) for the Unit Head to access. The following will be covered in the quarterly meeting:
  • The ABSC Team will meet with the Unit Head responsible for the area to discuss the quarterly results of all operations that fall under his/her fiscal authority (see attached diagram).
  • Discuss the plan for upcoming activities in order to take a proactive approach to fiscal activities as well as prepare for year end results, and cover any other issues that may arise.
  • Adjustments to budgets will be made as necessary.
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Ad-Hoc Financial Reporting

The Department/Unit will email AdminBSC@uvm.edu with request for ad-hoc reporting.

The ABSC will run ad-hoc reporting as needed and place the output and/or analysis in the applicable shared drive (S:\) folder. The ABSC team member working on these requests will vary according to the level of complexity in reporting and analysis needed.

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Ad-Hoc Human Resources Reporting

  • The Department/Unit will email AdminBSC@uvm.edu with request for ad-hoc reporting.
  • The ABSC will run ad-hoc reporting as needed and place the output and/or analysis in the applicable shared drive (S:\) folder. The ABSC team member working on these requests will vary according to the level of complexity in reporting and analysis needed.
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Chartstrings

The ABSC will maintain a listing of the chartstrings to be used in conjunction with all transactions for each of the departments that are being served by the ABSC. This file will contain an agreed upon name for each chartstring, as well as the chartfield values. The file with the listing will be stored in the specified S: folder.  

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Travel/Employee Expense Reimbursement  

Travel Authorizations & Cash Advances

  • The Traveler/Department will submit an email to AdminBSC@uvm.edu requesting the ABSC to create a Cash Advance form and/or a Travel Authorization. The Traveler/Department will provide the chartstring name(s) to be used for the Cash Advance and/or Travel Authorization. 
  • The ABSC will notify the Traveler/Department once this has been completed.
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Expense Report (used for Travel Reimbursement and Employee Reimbursement)

  • The Traveler/Employee/Department will send the original receipts for expenses incurred to the ABSC for processing and provide the chartstring name(s) to be used for the expenses incurred. While taping down the receipts is recommended, it is optional to do so.  If the purchase for an item or service is not a common item, please provide a short description of what the purchase is for to ensure that the ABSC will be able to determine the appropriate account number to record the expense.  Additionally, please note if there is an associated Cash Advance and/or a Travel Authorization for the Expense Report. 
  • The ABSC will create an Expense Report and review incurred expenses for policy compliance.
  • If there are any questions related to compliance, the ABSC will contact the Traveler/Employee/Department for clarification of the item(s) in question. 
  • The completed Expense Report will be scanned back to the traveler for signature to attest that the expenses being reported are accurate. 
  • The Traveler/Employee/Department will also obtain approval signature(s) from the Principal Investigator, if applicable, and Supervisor. 
  • The Traveler/Employee/Department will scan approved Expense Report back to the ABSC. 
  • The ABSC will approve and submit the Expense Report in PeopleSoft for processing and forward the approved expense report with original receipts to Financial Reporting and Accounting Services - General Accounting. 
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Purchases

For general questions about “How to Make a Purchase”, please reference the Procurement Services webpage – http://www.uvm.edu/~procure/Purchasing_Methods.html

Requisition

  • Department/Unit will submit an email to AdminBSC@uvm.edu requesting the payment of goods and services. 
  • The Department/Unit will attach pertinent information (ex. invoice, quote, vendor estimates, etc.) with appropriate signatures to the email. Additionally, the Department/Unit will need to provide the named chartstring(s) to be used for the expense.
  • If the purchase is from a single source the department will also attach the Single Source Document to the email. The document can be found on the Procurement Services webpage – Forms & General Information: http://www.uvm.edu/~procure/Single-source%20Justification%20Form.doc
  • If the purchase dollar level requires quotes according to UVM policy, the department will attach the required paperwork to the email. The document can be found on the Procurement Services webpage – Forms & General Information: http://www.uvm.edu/~procure/Quotation%20Evaluation%20Form.doc
  • The ABSC will determine if the creation of a new vendor in PeopleSoft is needed and work with Procurement Services to create the vendor. 
  • The ABSC will create the requisition in PeopleSoft, which will follow the requisition workflow in the system and vary in handling based on the dollar amount of the requisition.
  • The ABSC will notify the Department/Unit once the requisition has been created in PeopleSoft.
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Check Request

  • Department/Unit will submit an email to AdminBSC@uvm.edu requesting the payment of goods and services.   
  • The Department/Unit will attach appropriate documentation with approvals to the email.  Additionally, the Department/Unit will need to provide the named chartstring(s) to be used for the expense.
  • The ABSC will complete the check request form and store the scanned copy in the appropriate S: folder.
  • The ABSC will forward the completed check request with documentation, to Procurement Services for processing.   
  • The ABSC will notify the Department/Unit when the check request has been submitted.
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PurCard Reallocations - Updated 6/1/2011

  • The Cardholder/Department/Unit will reconcile the receipts for the month’s purchases to the Purcard Mellon Bank statement.
  • On or about the 15th of the month the Cardholder will sign the Purcard Mellon Bank Statement and write the name of the chartstring to be charged next to the expense or on the itemized receipt.  If the purchase is for an item or service that is not a common purchase, please provide a short description of what the purchase is to ensure that the ABSC will be able to select the appropriate account number to charge the expense to. 
  • The Cardholder will obtain the signature of their supervisor on the Purcard Mellon Bank Statement.
  • The Cardholder/Department/Unit will send the original itemized receipts with the signed Purcard Mellon Bank Statement to the ABSC.  While taping down the receipts is recommended, it is optional to do so.  
  • The ABSC will ensure documentation is appropriate and that charges are in compliance with UVM policies. 
  • The ABSC will reallocate the charges based on named chartstrings provided by unit. 
  • The ABSC will submit the Purcard journal in PeopleSoft once the signed journal has been received.  The approved Purcard Reallocation Journal along with original receipts will be forwarded to Procurement Services.  
  • The ABSC will store the scanned copies of the receipts and monthly statement in the appropriate S: folder.
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Internal Purchases

  • Prior to making a purchase of goods or services from a UVM department, the Unit will access the chart of accounts list located in the applicable shared drive (S:\) folder. 
  • Department/Unit will mail, drop off, or submit an email to AdminBSC@uvm.edu when a purchase has been made from a UVM department (ex. UVM Bookstore, Print & Mail Center) with a scanned receipt attached for documentation.   
  • The ABSC will verify the charges are accounted for on the proper chartstring.
  • The ABSC will store the scanned copies of the receipts in the appropriate S: folder.
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Human Resources

During the monthly and/or quarterly meetings that will be held with the Department/Unit and the ASBC actions pertaining to Human Resources will be a regular item covered. In addition to the regular meetings, the need to discuss Human Resources actions may also happen independently of those meetings.

New Hire - Staff Recruitment/Opportunity Hire/Setup New Staff Assignment

  • Department/Unit determines need to fill an open position.  If there are any questions the Supervisor should contact the HRS Mgmt Consultants to discuss the recruitment. 
  • The Department/Unit will submit an email to AdminBSC@uvm.edu requesting the new hire/recruitment to take place.
  • The ABSC and the Department/Supervisor will review the position description and the details for the recruitment. 
  • The ABSC will enter the recruitment materials (including the advertising plan) into PeopleAdmin. 
  • The ABSC will complete the classification materials if necessary. 
  • The request will be reviewed and approved by the unit manager, HRS Mgmt Consultant, and FAB for funding of the position.
  • The HRS Advisor will post the position in PeopleAdmin. 
  • The hiring supervisor will notify the ABSC to close the posting.
  • Within PeopleAdmin the hiring supervisor will review applicants, select candidates for interviewing, conduct the interview, update candidate statues, and select finalist(s). 
  • The Unit Manager will review and approve the finalist(s) selection and provide the salary justification to the ABSC. 
  • The proposed salary is reviewed by HRS, if over the 1st quartile and/or an internal candidate.  
  • Once the proposed salary has been approved, the hiring supervisor can make the offer, and change PeopleAdmin status for candidate to “hired”. It is the responsibility of the hiring supervisor to notify other candidates in the hiring pool of the results of the search.
  • When the candidate has accepted the position the hiring supervisor will notify the ABSC and provide a copy of the hire letter. The ABSC will update PeopleAdmin with the position status of Fill/Action Complete. 
  • The ABSC will register employee for orientation. If the hire date is off-cycle from the scheduled orientations, the Employee/Department will need to schedule an appointment for new employee to come to the ABSC to complete the W4 forms and the ABSC will provided verification of the I9 form.
  • The ABSC will complete the PA form, Distribution Form, and a PCO form and file scanned copies in the appropriate S: folder.  
  • The ABSC will forward all of the original forms to HRS.
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New Hire - Temporary Staff

  • Department/Unit determines need to hire temporary staff and the unit manager approves request. 
  • The Department/Unit will determine source (staffing agency, advertisement, known individual) for temporary help and complete necessary work to set up with staffing agency, advertise or Temporary Employee form when individual(s) is identified. 
  • The Department/Unit will select individual from agency or advertisement responses and provide details to the ABSC.
  • Department/Unit will submit an email to AdminBSC@uvm.edu with request for temporary staffing to ABSC.
  • The ABSC will complete the Temporary Employee form.
  • The Temporary Employee/Department will need to schedule an appointment for new employee to come to the ABSC to complete the W4 forms and the ABSC will provided verification of the I9 form.
  • The ABSC will forward all paperwork to HRS for processing.
  • The ABSC will scan the completed Temporary Employee form and store in the appropriate S: folder.
  • Note:  All Work Study employment will be handled in the respective department and verification of the I9 will be done in HRS. Questions pertaining to Work Study should be directed to Student Financial Services (Sydnee Viray) or HRS.
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Off-Cycle Base Salary Increases

  • Supervisor wishes to grant an off-cycle base salary increase to employee. 
  • A planning meeting will be held between the supervisor, unit manager, and HRS Mgmt Consultant. If the decision is to go ahead with the increase, the supervisor will submit an email to AdminBSC@uvm.edu. 
  • For all increases, the ABSC will complete the PeopleAdmin information, fill out a PA Change Form, update the Distribution Form, and a PCO form if applicable. 
  • The ABSC will scan the prepared documents and store in the appropriate S: folder, while forwarding the original forms to HRS for processing. The PCO form will be forwarded to FAB.
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Classification Changes

  • Supervisor desires to review staff classification.
  • A planning meeting will be held between the supervisor, unit manager, and HRS Mgmt Consultant. If the decision is to go ahead with the reclassification, the supervisor will submit an email to AdminBSC@uvm.edu.   
  • The ABSC will work with the supervisor to update the Position Description.
  • For all reclassification, the ABSC will complete the PeopleAdmin information, fill out a PA Change Form, update the Distribution Form, and a PCO form if applicable.
  • The ABSC will scan the prepared documents and store in the appropriate S: folder, while forwarding the original forms to HRS for processing. The PCO form will be forwarded to FAB.
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Job-related Changes

  • Supervisor recognizes a situation in which there is a change in the status of an employee’s job (ex. FTE change, term change, promotion, leave, termination, dept. change, supervisor change, shift, title, job code, and union).
  • The supervisor will submit an email to AdminBSC@uvm.edu to notify the ABSC of the job change(s). If the job related change is due to a termination, a copy of the resignation letter will need to be attached to the email.
  • The ABSC will complete the PeopleAdmin information, fill out a PA Change Form, update the Distribution Form, and a PCO form if applicable.
  • The ABSC will scan the prepared documents and store in the appropriate S: folder, while forwarding the originals to HRS for processing. The PCO form will be forwarded to FAB.   
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Distribution Changes

  • The Department/Unit will submit an email to AdminBSC@uvm.edu to notify the ABSC to update the current Distribution form(s).   
  • The ABSC will update the Distribution form.
  • The ABSC will scan and store the document(s) in the appropriate S: folder, while forwarding the original forms to HRS for processing. 
  • The ABSC will monitor reporting to verify that the changes have been entered correctly into the system.
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Additional Pay

  • Supervisor recognizes situation in which an employee is entitled to additional pay and will work with the HRS Research Group to determine appropriate rate of pay.
  • The supervisor will submit an email to AdminBSC@uvm.edu requesting the payment of additional pay. 
  • The ABSC will prepare the additional pay form and get appropriate signatures from the Supervisor/Department.
  • The ABSC will scan and store the document(s) in the appropriate S: folder, while forwarding the original forms to HRS for processing.
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Overtime Vouchers

  • Payment for overtime to an exempt employee or payment of overtime to a non-exempt employee if being charged to a chartstring other than standard distribution.
  • The Supervisor will contact the HRS Research Group to determine the correct rate of pay for overtime hours worked. Note: This is particularly important when employee is working overtime for an area other than their standard department.
  • Supervisor will submit an email to AdminBSC@uvm.edu requesting payment of the overtime and provide the hours worked with the name of chartstring the hours are to be charged to. 
  • The ABSC will complete the Overtime Voucher.
  • The ABSC will scan the Overtime Voucher to the Employee to sign and Supervisor to authorize. Note: If the overtime is worked for a supervisor other than the regular supervisor, then both the regular supervisor and OT supervisor will need to approve the Overtime Voucher.
  • The ABSC will scan and store the document(s) in the appropriate S: folder, while forwarding the original forms to HRS for processing. 
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Leave of Absence

  • Supervisor or employee recognizes that the employee should be on an extended leave of absence.   The Supervisor or ABSC will refer the employee to an HR Advisor to obtain the information on benefits, leave, and Family Medical Leave Act form.  The ABSC can offer guidance on how to fill out the form.
  • The Supervisor will submit the signed Leave of Absence (LOA) form to AdminBSC@uvm.edu
  • The ABSC will confirm the LOA form, complete the PA Change Form and update the Distribution form.
  • Note: Employee or employee’s doctor should submit the FMLA form to their HR Advisor.  This is medical paperwork, therefore has HIPPA information and should not be shared with the employee’s supervisor or the ABSC.
  • Any changes in leave, return date, etc. should be communicated with ABSC for paperwork to update the leave with Human Resources.
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Last modified April 08 2013 03:43 PM

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